You can reimburse an employee for an expense report using the form in . However, before you can reimburse an employee, you must create a vendor group for employees and a vendor record for the employee you are reimbursing.

Set up an employee vendor group

  1. Click > > .

  2. In the field, enter a unique identifier for the vendor group.

  3. In the field, enter a short description of the vendor group. This is not a mandatory field.

  4. In the field, select the terms of payment that apply to the employees who are assigned the vendor group. This is not a mandatory field, but terms of payment is part of managing all vendor accounts and is strongly recommended.

  5. In the field, select the standard interval between the due date for payments to the employees in the vendor group, which is defined by the , and the date on which the payments are drawn from your bank account. This is not a mandatory field, but is important for liquidity calculations that are based on the cash flow forecast.

  6. Select a tax group for the employee vendor group.

Create a vendor account for an employee

  1. Click > Common Forms> and then click CTRL+N to create a new vendor account for the employee.

  2. In the field, enter the name of the employee.

  3. In the field, select the vendor group that applies to the vendor.

  4. Enter values in the other fields as appropriate.

  5. If you will pay the employee using checks, you can click > and set up an alternative address that has an address type of .

Map a vendor account to an employee

  1. Click > Common Forms> .

  2. Select the employee you would like to add to a vendor account and click the tab.

  3. In the field, select a vendor account type and in the field, select the vendor account number that you have created for the employee.

Reimburse an employee

  1. Click > > > .

  2. Create a journal and then click to open the form for payment journal lines. For more information about how to create journals, see Create and validate a journal and journal lines.

  3. In the field, enter the employee vendor account to which the payment will be issued.

  4. Click > .

  5. In the form, select the check box on the line for each employee vendor invoice that you want to pay.

    Note Note

    To make a partial payment, you can enter the amount to pay in the field.

  6. Close the form.

    The payment line with information from the invoice now appears in the form. The amount on the payment line contains the amount from the vendor invoice that the company can pay the employee. The cash discount that applies to this payment, if any, is included.

  7. Click > .

  8. Depending on the method of payment on the journal line, select either the payment method or the export format, and then select the bank account from which the payment is drawn.

    Note Note

    Click > to verify that the bank account can cover the payment to the vendor.

  9. Click , fill in the fields, and then click to print the check.

  10. Click to validate the payment line, and then click .

If you want to pay the employee electronically, see Create an electronic payment file for vendors